How to manage your Club Importer file for a successful import

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The Club Importer feature in the Member Portal is currently undergoing maintenance and it is temporarily unavailable.

Please check back later the knowledge article "How to manage your Club Importer file for a successful import" once the feature is restored or contact Club Support at clubsupport@gymnastics.org.au for further assistance.

We apologies for any inconvenience.

Please use these instructions to utilize Club Importer template.

Please ensure participants are only listed once in the file you are attempting to import.

If the same participant is listed multiple times in the same sheet, the system will create a duplicate profile. This will cause issues with club billing, resulting in clubs being double-charged for the same participant:

If you have a participant who is doing more than one gymsport, please enter the multiple gymsports on the same row of the import file. This will create one profile with both gymsports attached to it:

How to access Club Importer Template?

Navigate to Member Portal. You will be taken to a sign in page
Click Sign In using Email Address and Password
Click "Club Importer” under My Clubs
Click "Download Blank Template"
Use the downloaded template, update the fields and save the file with a unique name.

How to update Club Importer template?

To ensure you update the club importer template correctly, follow these guidelines

Always use the "Download Blank Template" option to obtain the correct template. Do not create your own file.
To ensure the integrity of your data, verify all the participant details are unique. Revalidate the information and remove any duplicate entries to prevent conflict of errors.
Ensure headers have not been altered.
Ensure there are no special characters in any field. This includes removing names in brackets.
The following fields are mandatory. Failure to update these fields in the ".xls" club importer template will result in a failed club importer status

Fields	Update Tips
First Name	1) Always verify First Name & Last Name of the participant while entering the details to avoid duplicate entries. 2) Duplicate entries will trigger billing issues, verify details prior pushing details in Club Importer file. 3) If an existing participant is listed twice, the system will create a duplicate profile.
Last Name
Birth Date	The birthdates are not in the future and are valid dates in DD/MM/YYYY format.
Gender	Use the dropdown option to select the appropriate gender.
Email Address	Always verify Email Address of the participant while entering the details to avoid duplicate entries. Please do not use club email address as this can cause issues with login credentials.
Mobile Phone	Mobile phone is now a mandatory field, enter always 10-digit mobile number [ex- 04XXXXXXXX]
Street Address 1	Enter correct information
Suburb
State
Postal Code
Parent Guardian First Name	Parent/Guardian fields (Parent Guardian First Name, Parent Guardian Last Name, Parent Guardian Email) are now mandatory as all Gymnastics Clubs have agreed to provide this information under the National Integrity Framework. For adults (over 18s), this will the participant’s emergency contact.
Parent Guardian Last Name
Parent Guardian Email
Gym Sport	1) Every participant has at least one program registered, and you are using the correct format for the levels (see 2024 Athlete Coding Guide Release 2 for more information). 2) The gym sport Levels are displayed in a dropdown and no longer require a code. For more information, please refer to 2024 Athlete Coding Guide Release 2.